AGM: Thursday 6pm @ Penticton Lawn Bowling Club 260 Brunswick

Hi everyone,

This Thursday is PACA's AGM (with potluck and movie). We will be recruiting for our 2012 executive. I am sending out job descriptions of our executive for you to read to see if you might be interested in helping. Each role is described with an approximate time obligation. You will see that most roles don't have a huge time commitment. This is definitely a case of many hands make light work!

Most of our executive is returning for another year. It's a fun and dedicated group of people but we want new people! New people means new ideas!

Please consider volunteering for PACA.

If you don't want to be on the executive please still come to the AGM! It's going to be a fun evening of socializing and eating and watching Pedal Driven. You can come share your ideas and give us your feedback (we love feedback!) and give us your suggestions for 2012.

Rowena
VP PACA

PACA Executive Job descriptions

All executive expected at executive meetings held once a month in peak season. Approx. 2 hrs.

1. President (5+hrs/month)
Incumbent- Andrew
Communicate to members
Communicate to Public
Chair executive meetings
Advocate for the club and cycling in Penticton

2. Vice President (3+hrs/month)
Incumbent- Rowena
Communicate to members
Communicate to Public
Chair executive meetings
Advocate for the club and cycling in Penticton

3. Secretary (3 hrs/month)
Incumbent- Michelle
Take minutes at executive meetings and AGM
Type minutes
Distribute minutes to executive
Keep official minutes in binder/google docs

4. Treasurer (3 hrs/month)
Incumbent- Rowena
Write cheques for cycling BC for associate memberships and one time affiliation fee
Keep bank account transaction spreadsheet up to date
Annual Budget, keep updated.
Write cheques for approved (be executive) expenses
Keep signatures at bank up to date
Do deposits from membership fees and fundraising activities
Keep executive up to date on bank balance
Optional - Apply for grants

5. VP Membership (3 hrs/month)
Incumbent- Colleen
Receive membership forms, give cheques to Treasurer
Update excel spreadsheets with member information
Update Gmail contact list with new members.
Email update to Cycling BC once a month
Optional – keep forms at bike stores and collect every month

6. Social Events Coordinator (3 hrs/month)
Incumbent- Vacant
Plan social events

7. Equipment Manager (3 hrs/month)
Incumbent- Vacant
Store equipment
Provide access to equipment when someone needs it
Keep equipment list on Google Docs updated

8. Member at Large (3 hrs/month)
Incumbent- Anna, Laura
Tasks as required

9. Road Bike Coordinator (3 hrs/month)
Incumbent- Colleen
Coordinate weekly road rides
Answer member questions about road rides
Liaise with other groups to advertise group ride schedules

10. Mountain Bike Coordinator (3 hrs/month)
Incumbent- Andrew
Coordinate weekly mountain bike rides
Answer member questions about mountain bike rides

11. Promotions Coordinator (3 hrs/month)
Incumbent- Aaron
Promote events
Promote Club
Keep list of advertising avenues up to date

12. Trail/Land Access Coordinator (3 hrs/month)
Incumbent- Andrew
Sit on special committees (example: Trails Master Plan working group)
Liaise with different user groups and government agencies

13. Urban Cycling Coordinator (3 hrs/month)
Incumbent- Andrew
Sit on special committees (Transportation demand Committee)
Liaise with different user groups and government agencies

14. BTWW Director (3 hrs/month)
Incumbent- Rowena
Secures funding
Hires Coordinator.

Special Committee for Bike Festival
13. Event Director - Laura
14. Advertising Coordinator - Aaron
15. Fundraising Coordinator
16. Cyclocross Director - Laura
17. XC Director - vacant (Test of Humanity)
18. Road Race Director - vacant
19. Kid’s event Director - vacant
20. Community Ride Director - vacant
21. Social Director - vacant

2012 AGM

Penticton Area Cycling Association

Location:
Lawn Bowling Club, Brunswick St., Penticton

Time: 6pm

Attendance: Exec: Andrew, Rowena, Colleen, Laura and approx. 25 other attendees
Regrets: Aaron, Michelle, and Anna

Agenda: AGM, potluck and Pedal Driven “bikeumentary”

1. Previous minutes approved

2. 2011 Accomplishments:•Skaha bluffs access- we are lucky to have established a great relationship with the stakeholders at the provincial park. We are working on trail maintenance and signage
•New DQ table-top installed at Campbell Mtn.
•New trail section / reroute in-progress; replacing the top trailhead of the Carmi Canyon Trail
•5 trail days organized to clean up trails, fix water damage etc.
•Bike to Work Week (BTWW), rider info pads, bike festival recaps
•PACA is still working to establish south access to Campbell Mtn. Members are encouraged to speak out if they would like to see it happen

3. Treasurer report•PACA started 2011 with $4000
•the biggest sources of income came from 2 grants of $3000 and $2000
•the biggest expenses were BTWW and insurance
•a more detailed list of the report is available by request
•PACA finished 2011 with $4000

4. 2012 Budget approved by attendees

5. Explanation of Cycling BC and BC Cycling Coalition insurance

6. A huge thank you was given to Andrew Drouin for his major commitment and contribution to PACA over the last 3 years serving as President of the club. Again, thanks so much!

7. Elections

President - Rowena Tansley
Vice president - Laura Harp
Secretary - Linda Downey
Treasurer - Rowena
VP membership - Colleen Hodge
Road bike coordinator - Aaron Barry & Colleen
Mountain bike coordinator - Andrew Drouin & John Borkwood
Trail/land access - Andrew
Urban cycling - Andrew & Rowena
BTWW director - Rowena
Promotions - Aaron
Members at large - Anna Toon, Gary Gregg

Several other roles have remained empty and we will work to fill them with new members

Adjourned at 6:55 pm to enjoy the potluck and movie.